Join the Board of Directors for a “Virtual Meeting” on ZOOM
The Montage Board of Directors has been using technology to continue with important Association meetings and services while abiding by public health directives regarding group gatherings during the current COVID health emergency.
State Law provides that homeowners associations may conduct their meetings virtually by video or teleconference meeting where other directors and the membership can participate in real time. When an open board meeting is entirely virtual (by video or teleconference), notice of the meeting must identify at least one physical location where owners can attend and listen to or observe the board’s meeting.
On-Site Meeting Location
The Board has designated the offices of Personalized Property Management as the permanent location for the membership to view all virtual Board meetings. A conference room will be available for members and meeting attendees to view and participate in Montage Board meetings via telecommunications equipment provided in a conference room at that location.
Instruction for Meeting Room Access. Please call the Office of Personalized Property Management 30 minutes for the start of meeting time to arrange for conference room access.
Personalized Property Management
The Board has decided to use ZOOM – a web-based video conferencing service – to enable its members to watch and participate in Association meetings. The Association has prepared an instructional guide to help interested individuals use their phones, pad devices and computers to participate in the meeting. The guide can be found here. Zoom Instruction Guide
Should you have further questions after having used the Zoom Instruction Guide, please refer to the additional written materials and videos provided from the links below or you may contact the Community Manager at Personalize Property Management via email on the Thursday prior to the Board meeting to arrange a time to assist you make a connection.
To join into a meeting follow the instructions and links or phone dial-in numbers provided at the top of the meeting agenda. Agendas are posted four days before each Board meeting on the official HOA bulletin board at the corner of Van Gogh Road and DaVinci. You may also call personalized property management and request an agenda and/or meeting instructions.
For additional information on installing and using ZOOM click on this link. ZOOM HELP CENTER
Virtual Meeting Participation
Mute your microphone. To help keep background noise to a minimum, make sure you mute your microphone when you are not speaking.
Be prepared to be called upon. Be mindful of background noise. When your microphone is not muted, avoid activities that could create additional noise, such as shuffling papers.
Position your camera properly. If you choose to use a web camera, be sure it is in a stable position and focused at eye level, if possible. Doing so helps create a more direct sense of engagement with other participants.
Be mindful of your background. If you chose to your your web camera be sure that your background is neat and free of personal items you do not want to share with others.
Limit distractions. You can make it easier to focus on the meeting by turning off notifications, closing or minimizing running apps, and muting your smartphone.
Avoid multi-tasking. You’ll retain the discussion better if you refrain from replying to emails or text messages during the meeting and wait to work on that PowerPoint presentation until after the meeting ends.
Prepare materials in advance. If you will be sharing content during the meeting, make sure you have the files and/or links ready to go before the meeting begins.
Raise your hand. If you are joining the meeting via zoom and wish to make a comment on an item, press the “raise a hand” button. If you are joining the meeting by phone, press *9 to indicate a desire to make comment. The chair will call you by name or phone number when it is your turn to comment. Speakers will be limited to one minute.
Written comments. If you choose not to watch the Board of Directors meeting online but wish to make a comment on a specific agenda item, please submit your comment via email by 5:00 p.m., Wednesday, prior to the meeting. Please submit your comment to the Board President by email at firstname.lastname@example.org. Your comment will be placed into the record at the Board meeting.
Prepared remarks. If you are watching/listening to the live stream of the Board meeting and wish to make either a general public comment or to comment on a specific agenda item as it is being heard, you may also submit your comment, limited to 200 words or less, to the president of the Board using the “chat” feature within Zoom. Every effort will be made to read your comment into the record, but some comments may not be read due to time limitations. Comments received after an agenda item will be made part of the record if received prior to the end of the meeting.
See the Website Links Below for More ZOOM Tutorials